What this is
Attendance is how you check children in and out during the day. Only someone on the child’s pickup list can take them home. There is no fingerprint or face scan.
Do this
After you sign in, open Attendance from the left menu.
Choose a room at the top to see only that room’s children. Status shows Checked in or Not checked in. Tap Check in on the child’s row when they arrive.
When they leave, tap Check out on their row. Choose who is picking up and type that person’s name for the attendance record.
If a child will not come today, use the Mark absent icon on the row. If Wi-Fi drops, keep Attendance open. Review waiting actions and choose Sync now after reconnecting; encrypted drafts stay in this browser for the same staff account and school, including after reload. The last loaded roster is a snapshot during a connection loss. Check current records before retrying a lost confirmation, and use the school’s manual record if needed. Enter the actual signer’s name for check-in and check-out.
How it works
- Checked in
- status on each child’s row. The row button shows Check in or Check out depending on that state (same idea as Your shift).
- In house
- how many children in the room are checked in right now.
- Pickup list
- parents and contacts marked for pickup on Children. Ashby will not check out to anyone else.
- In ratio
- a reminder based on checked-in children and staff clocked into that room. Breaks do not count as room coverage. Missing room or qualification records need review. Texas centers also get ordinary-classroom age and group targets. Directors still check staff eligibility, permit conditions and special activities. The board refreshes every 15 seconds; warnings do not block check-in.
- Staff attendance
- open Staff → Check-in to check staff in or out, record breaks and change working rooms. Directors can manage staff at their school; other staff see their own record. Your own clock is also in the Your shift card on Home. Review and export recorded hours in Billing → Hours worked.
Family check-in on a phone
When your school uses the mobile app, a school leader or front desk opens Daily reports → School check-in code and creates a code for the location. In their own signed-in app, parents open Today → Check in or out, scan the code and enter the four digits beside it.
Parents choose arrival or pickup and up to ten children at that location, review their latest attendance, type their name and confirm. Scanning alone records nothing. Every child’s current enrollment and pickup rights are checked again. If any child is refused, no new entries in that submission are recorded. Follow school identity and custody procedures.
Codes expire within five minutes; five wrong PINs stop a code. This phone flow needs a connection. If confirmation is missing, keep the screen open and use Retry same submission. After closing or backgrounding, ask staff to check the record before starting again. Stop the school code when finished; the code screen does not lock the device.
Shared room check-in
In the mobile app, open Daily reports → Shared room check-in. Choose a room, confirm you have your staff sign-in, then open the shared screen. Families scan with their own signed-in phone and sign only for children currently in that room.
Staff screens stay hidden until Staff close shared check-in verifies a current school account online. Closing signs this device out. Backgrounding or restarting clears the displayed code and pauses check-in; staff must close and reopen it. A school leader can close a screen for a room that has since been removed.
This software mode hides Ashby navigation; other apps and device controls remain available. It does not verify identity or authorize pickup. Keep the school’s manual check-in procedure available and contact its device administrator if access or storage cannot be restored.
Recorded pickup alerts
When your school uses mobile notifications, open Account → Notifications in the mobile app. Choose Recorded pickups, save settings and enable your own phone. Pickup alerts are off until you choose them. Quiet hours use the school’s time zone.
A recorded check-out can alert linked guardians and staff who still have school and room access. Alerts contain no child name or signature. Open Ashby and refresh attendance for the current record. An alert does not mean someone is waiting or approve a pickup. Old, muted or unavailable alerts may be skipped; pickup alerts do not use email fallback. Follow the school’s direct contact and identity-checking procedures.
Licensed-home supervision
At a Texas home, a school leader opens Home supervision → Review children. Enter additional children by age, including provider, assistant and visiting children in your care. Do not count enrolled children already checked in twice. Confirm everyone is included and choose the care setting.
Ashby combines these counts with enrolled attendance and recorded caregivers in the same room. Naps and opening or closing do not reduce the required caregivers. Missing facts, care away from home, split groups, special activities and adjusted developmental ages remain unconfirmed. Known capacity excess still appears. Review after arrivals, departures and changes, and each new school day. Recent confirmations are saved observations, not complete caregiver or permit certification. Registered homes also review children age 5+ in care after their school hours; extra caregivers never increase their allowed age mix. Ordinary listed homes first need a current applicability review in School permit, then review all children related to the primary caregiver. Relative-only listed care and the four-year district pre-K exception need separate review.